What email notifications are sent from workflows?

Answer

The Workflows tool sends out various automatic email notifications to users when certain events take place on a workflow. Some emails notify users of a specific action to complete and others are a digest containing the information of multiple notifications into a single notification.

Note icon Note

PDM Notifications operate slightly different from other tools where all notifications, regardless of type, are sent at the top of the hour. Users will not see the notifications right away.

The table details workflow details for a notification event.

Assignment Required

  • Description: A current workflow step does not have an assigned responder.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent at the time of the notification event.

Due Tomorrow

  • Description: A workflow step is due in one (1) day.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent in a digest email at 7 AM in the local time zone of the project.

Error

  • Description: An error has occurred during the process of completing a workflow.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent at the time of the notification event.

  • Notes: An error may occur when a value is missing on a field specified in a condition step in a workflow template.

New Workflow Applied

  • Description: A new workflow is applied to an item with a workflow that is already in progress.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent at the time of the notification event.

  • Notes: If a different workflow manager is assigned to the new workflow, only the new workflow manager is notified.

Overdue Reminder

  • Description: A response has not been submitted by the specified due of the current step in a workflow.

  • Recipient(s): Assignee & Workflow Manager

  • Delivery Time: Sent in a digest email at 7 AM every day in local time zone of the project.

  • Notes: Overdue Reminder emails are sent to Workflow Managers in the local time zone of the company.

Step Assignment

  • Description: A response is needed from a workflow member assigned to the current step.

  • Recipient(s): Assignee

  • Delivery Time: Sent at the time of the notification event.

  • Notes: If a recipient is going to be sent many 'Step Assignment' notifications at one time, emails may be collected temporarily and delivered later in a digest email instead. Currently, these digests are only sent from Document Management workflows.

Workflow Completed

  • Description: A workflow on an item has been completed.

  • Recipient(s): Workflow Distribution List, Notification Recipients

  • Delivery Time: Sent at the time of the notification event.

  • Notes: The 'Workflow Distribution List' is set when configuring a workflow template in a tool's settings.

Workflow Restarted

  • Description: Workflow managers are notified when a workflow has been restarted.

  • Recipient(s): Workflow Manager

  • Delivery Time: Sent at the time of the notification event.

Workflow Step Information

  • Description: A specific step in a workflow has become the current step.

  • Recipient(s): Notification Recipients

  • Delivery Time: Sent in a digest email at 7 AM in the local time zone of the company.

  • Notes: 'Notification Recipients' are added to a workflow step in the Company Workflows tool.